Office Manager at Mango5 Call Centre (Pty) Ltd

Job Description

OFFICE MANAGER

Mango 5 Cape Town Branch is looking for a highly professional Office Manager who is available to start immediately. The Office Managers main goal and objective is to organize and coordinate office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Front Office:

• Switchboard
• Receipt of faxes, documents and e-mails
• Receive candidates, suppliers and clients
• Forward and distribute information to relevant staff members
• Arrange refreshments for meetings and clients
• Boardroom /Training room bookings
• Coordinate the receptionist & cleaner
• Faxes, documents and e-mails distributed in a timely manner
• All visitors received and assisted in a friendly manner
• Information distributed almost immediately once received
• Bookings schedules, kept updated
• Ensure that office is clean, clients assisted & receptionist completes tasks

PA Duties:

• Obtain quotations from suppliers for Directors for both CPT and DBN Branches
• Bookings – reservations, travelling etc. Flight bookings, car rental &
• accommodation made on request and correctly
• Personal errands and manage Director Diaries
• Keeping track of deadlines, meetings and call backs
• Assist with completion of supplier & client contracts
• Assist in all areas for office movement
• Run personal errands when necessary
• All deadlines, meetings and call backs are brought to director's attention

Office Management:

• Manage and liaise with Suppliers on agreed SLAs
• Liaise with agents & landlords re: upgrades, rules and changes to offices
• Stock control and ensure Stock Sheet kept up to date
• Keep Agent Incentive Tracker
• Keep Petty Cash & Incentive record
• Quotations for office equipment and services
• Maintenance of the building and servicing of equipment
• Ensure OHSA compliance. Management of agent telephony equipment
• (headsets and handsets)
• High level management of the helpdesk function
• Pro-actively find solutions/processes for office cost expenditure
• Manage and assist with insurance licenses
• Various quotations acquired on request
• Building maintenance & servicing done on an ongoing basis
• Repairs and replacements

Admin:

• Photocopying, scanning, faxing and filing
• Assist accounts department with EFT payments. Assist HR with payroll/staff
• referrals
• Ensure filing done regularly and up to date
• Faxes sent to right people and on time
• Payments made on request for CPT & DBN
• Assist with monthly payroll submission in support of Company Asset return
• Events Assist with planning of staff events/functions
• Ensure staff events/functions are coordinated and planned well
• Assist Operations with incentive-arrange gifts
• Information Security Adhere to applicable information security procedures and policies as updated from time to time on the ISMS
• Report any information security incidents or potential information security
• threats to the Information Security Management
• Officer or your Manager
• Take a proactive approach to delivering effective information security

Events:

• Assist with planning of staff events/functions
• Ensure staff events/functions are coordinated and planned well
• Assist Operations with incentive-arrange gifts
• Information Security Adhere to applicable information security procedures and policies as updated from time to time on the ISMS
• Report any information security incidents or potential information security
• threats to the Information Security Management Officer or your Manager
• Take a proactive approach to delivering effective information security

MINIMUM REQUIREMENTS:

• Matric
• Tertiary Qualification (highly advantageous)
• Minimum of two years Office Management experience in a Call Centre environment or a large scale company
• Managerial experience is essential as 6 staff members will be reporting to the Office Manager
• Fully Bilingual (English and Afrikaans)
• Ability to work after hours if / when required
• Criminal Clear
• Valid Drivers License with own reliable transport
• Technical Compentencies: Microsoft Excel, PowerPoint, Calendar, Outlook,
• Word
• Always punctual
• Excellent interpersonal skills
• Excellent verbal and written communication skills
• Have a high performance culture and ethic
• Strong problem Solving skills
• Flexible, self-motivated and proactive
• Absolutely trustworthy with high standards of personal integrity

SALARY:

R13 000 R16 000 (depending on skill set and experience)

POSITION TYPE:

Permanent

MANGO 5: